Delegation

The delegation functionality in Cezanne enables a user's tasks to be sent to one or more additional participants to perform the required action. For example, an absence request can be delegated from an employee's manager and sent to another user to approve while the manager is on holiday.

When a task has been delegated, it will appear in the task inbox of both the original and new participants. Both participants can still perform the action, i.e. the task is being copied and not moved.

This article explains how to use delegation in Cezanne and contains the following sections:

1. Process Flow Delegation
2. Individual Task Delegation
3. Security Role Permissions
4. Process Details
5. User Delegations Search
6. Troubleshooting

Using Process Flow delegation, you can delegate (subject to permissions) either:

• All of a user's tasks for all available Process Flows
• All of a user's tasks for a specific Process Flow Category
• All of a user's tasks for a specific Process Flow

To set up Process Flow delegation:

Navigate to: Administration >> Users >> User Delegations

1. Search for and select the user whose approval tasks you want to delegate.

2. Select Add New.

3. Select the dates that the delegation will be Effective From and Effective To.

4. Choose the Additional Approver that you want to delegate to.

5. Select the required Process Flow Category to delegate (Select 'All Process Flows' to delegate all process flows that a user has permission to delegate).

6. If you selected a specific category, choose whether to delegate approval tasks for all Process Flows in Category or a Specific Process Flow. (Select the Process Flow from the drop-down).

Individual Task Delegation enables an HR Professional user to delegate a users' specific, active absence task.

Navigate to: People >> Select a Person >> Holiday & Absence >> Absence Plans >> Absences tab

1. Find the absence you want to delegate.
2. Select the Add Additional Approver button.

3. Select either Myself or Another User and select the Additional Approver using the Username lookup and click Save.

4. The task will then be available for the Additional Approver:

Delegation is turned OFF by default for Restricted HR Professionals, Line Manager and Self Service Users. HR Professionals can turn Delegation ON for each user role from the Security Role Permissions screen. Additionally, they can also decide which Process Flow Categories each user role can delegate.

For more information, see: Delegation Security.

When using delegation, the approver field for each task will always show the original approver, even if an Additional Approver performed the action.

The Process Details screen displays which user actually performed the action.

Navigate to: Administration >> Processes >> Closed Processes >> Tasks tab

• Select the Approve Request task:

• The user who approved the task is displayed in the Action Performed By field:

The User Delegations search enables an HR Professional / Restricted HR Professional to search for all delegation records in the system.

Navigate to: Administration >> Users >> Search Users and select User Delegation from the Manage Searches menu.

For more information, see: Save and Manage Your Searches.

In order to continue delegating the user's approval tasks, a new delegation record will need to be added for the new Process Flow (if a new Process Flow has been set up).

For details on how to add a new delegation record, see section 1 above.